Entering an Invoice for Consumable Material

Objective

After completing this lesson, you will be able to execute an invoice verification for consumable material

Introduction

Watch the following video to discover the third step in a simple procurement process for consumable material: posting and verifying a supplier invoice.

Invoice Verification

The final step in our external procurement process for consumable materials is to verify and post the supplier's invoice.

As in the procurement process for stock, it is also important in the procurement process for consumables to refer to the purchase order when checking invoices.

This graphic shows an invoice posted with reference to a purchase order and the consequences of this posting: An invoice document and an accounting document are created.

An invoice document and an accounting document are generated as a result of the posted invoice. This is the case for both invoice verification with reference to purchase orders for consumables and invoice verification with reference to purchase orders for stock material.

In principle, there is no significant difference between invoice verification with reference to purchase orders for stock material and invoice verification with reference to purchase orders for consumables.

The following demo shows the checking and posting of an invoice with reference to a purchase order for consumables using the Create Supplier Invoice app.

DemoStart Demo

Post a Supplier Invoice for a Purchase Order for Consumption

Note

To perform this exercise, use the S4HANA T41 Fiori Launchpad.

If a value in the exercise contains ##, replace the ## characters with the number assigned to you.

The invoice from supplier T-S52A## has been received for the both materials delivered. Enter the supplier invoice in the system with reference to the purchase order belonging to this procurement transaction.

Prerequisites

Prerequisite for this exercise: A purchase order was created according to exercise 5 "Create a Purchase Order with Account Assignment" and the goods receipt had been posted according to exercise 6 "Post a Goods Receipt for a Purchase Order for Consumables".

Steps

  1. Supplier T-S52A## sent you the invoice for the delivered oil pumps and desk lamps. Enter the invoice for company code 1010. Take the necessary data from the supplier’s invoice (02IV##) below. Note that the desk lamps do not cost EUR 25,99/piece as expected, but have been invoiced at a cheaper promotion price.

    Make the reference to the purchase order using the delivery note number specified in the invoice.

    Supplier Invoice: Some of the data are: Invoice no. 02IV##, reference to delivery note 02DN##, invoice amount EUR 673,75, tax amount EUR 61,25, material Luxalu with promotion price 92,50, material A500-## as expected.

    Note

    If you did not enter the delivery note number at goods receipt, you can of course also refer to your purchase order number.

    Correct the values proposed by the system according to the supplier invoice and post the invoice.

    1. On the SAP Fiori Launchpad, choose the Supplier Invoice Processing tile group and start the Create Supplier Invoice app.

    2. On the Create Supplier Invoice window, in the Basic Data section, enter the following data:

      FieldValue
      Company Code1010
      Gross Invoice Amount673,75
      Invoice Date

      <Today’s date>

      Reference02IV##

      Note

      Confirm the message Data Will Be Lost that appears when you enter the Company Code by choosing OK.

    3. In the Purchasing Document References section, choose Delivery Note as the reference document category.

    4. Enter 02DN## as the delivery note and choose Check.

    5. To close the Balance not zero: ... message, choose (Close) at the right top of the message dialog window.

    6. Choose Purchasing Document References tab page, to scroll down to the Invoice Items section.

    7. For the Luxalu desk lamp item, change the Amount to 92,50, and choose check again.

      The message Price too low (below tolerance limit of 20,00 EUR) is issued and the Amount field in the item is highlighted. Close the message dialog window.

    8. Compare the other proposed data with the supplier's invoice 02IV##. In particular, look at the amount and quantity of the items and the tax code and tax amount in theTax section.

      The tax amount was automatically recalculated after the adjustment of the item amount and should match the tax amount of the invoice.

    9. Check that the Balance is zero and choose Post.

      You get a Success message that an invoice was posted. Choose No to close the message and to leave the Create Supplier Invoice app.

  2. Check whether the invoice has been blocked for payment due to the price variance. To do this, use the Supplier Invoice List app and select all invoices for supplier (invoicing party) T-S52A## with a invoice date <Today>.

    1. On the SAP Fiori Launchpad, choose the Supplier Invoice Processing tile group and start the Supplier Invoice List app.

    2. Enter T-S52A## in the Invoicing Party field, select <Today> for the Invoice Date field, and choose Go.

      Your last invoice should be shown in the invoice list.

    3. To open the supplier invoice details, click anywhere in the item line.

    4. Look on the header section of the invoice.

      The Invoice Status should show Posted. This means that the invoice is not blocked for payment.

      An invoice is not blocked for payment because the invoice price is lower than the purchase order price. The message Price too low (below tolerance limit of 20,00 EUR) at the time of invoice entry serves as an information for the person entering the invoice as to whether there may be an entry error.

Learning

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